Microsoft Office Basics - cse.unsw.edu.au

COMP1000 © Pearson Education 2011 or UNSW, CRICOS Provider No: 00098G Spreadsheets slide 1

Microsoft Office Basics

• The first Chapter 1 in the Office textbook by Poatsy.

• Material is largely common to Excel, Word, Powerpoint, Access.

• Key knowledge and skills:

– Files and folders

– Backstage view

– Home tab tasks

– Insert tab tasks

– Page Layout tab tasks

• You probably know this material already.

• You can review the Chapter 1 in Poatsy to be sure.

WALKTHROUGH DOWNLOADING MICROSOFT OFFICE

ENGG1811 © UNSW, CRICOS Provider No: 00098G Spreadsheets slide 2

COMP1000 / Spreadsheets

Basics of Spreadsheets– Why Use a Spreadsheet?

– Basics of a Spreadsheet

– Graphing Data

– Organising Data

– Useful functions and Features

– And more…

(Slides 1-13 based on material by Geoff Whale)


Why Use a Spreadsheet?

Many things that can be done with a pencil, a pad of paper, and a calculator

can be done much faster, far more accurately and conveniently using a

spreadsheet

The biggest advantage of using spreadsheet is that every time a user makes

changes, the spreadsheet automatically recalculates all the other related

values

Nowadays, spreadsheets also allow easy creation of charts and offer useful

statistical and mathematical functions

The best known commercial spreadsheet application is Microsoft’s Excel, but

there are also free, open-source applications with similar functionality and even

compatibility, notably OpenOffice.org’s Calc, and Gnumeric from the long-

running GNU project.

In this course we use Excel because of its popularity, its widespread

availability, and its broad range of features.


My Example


Problem Solving with Excel

• Excel allows you to easily solve many data analysis problem.

• Excel provides features that allow you to:

– Import, export, store, process and sort data

– Display data graphically

– Analyse data statistically

– Solve optimisation problems

– Find relationships between data sets (fit algebraic equations

through data sets)


Introduction to Excel

Key objectives:

• Introduction to Spreadsheets

• Mathematical Operations and Formulas

• Worksheet Structure and Clipboard Tasks

• Worksheet Formatting

• Worksheets, Page Setup


7

Excel Terminology

Get ready for a lot of terms…


8

Worksheets and Workbooks

• A worksheet is a spreadsheet that contains formulae,

values, text, and visual aids

– Choose good names for your worksheets

– Can copy or move worksheets

• A workbook is a file containing related worksheets



Workbook

Worksheet


Excel Interface Basics

Ribbon

Name boxFunction box

Worksheet


Excel Interface Basics

Tab

Group


Spreadsheet Structure

A spreadsheet is divided into rows and columns*

In Excel, rows are labeled as integers starting from 1;column labels are from A to Z, AA to AZ, BA to BZ, etc..

The intersection of a row and column forms a cell. Each cell has a

unique cell reference. For example, the cell at the intersection of

column B and row 3 is called B3

* 1 million+ rows and 16000+ columns in Excel 2016

Current Cell

Rows

Columns

Cell B3

Range B6:C6


Basics of a Spreadsheet

Every cell in a spreadsheet contains either a constant or a formula

A constant is an entry that the spreadsheet does not change:

for example, test marks, student name or a date.

A formula is a combination of numeric constants, cell references,

arithmetic operators, and/or functions that returns the result of a

calculation. Formulae are prefixed by an equals sign (=).

ConstantFormula

=AVERAGE(B3:B6)


Functions in a Spreadsheet

A function is a predefined computational task

For example the function AVERAGE(B3:B6), in cell B8, calculates the

average of all the cells in the range from B3 to B6

Excel provides many useful built-in functions for statistical,

mathematical and other tasks.

Range B3:B6

AVERAGE(B3:B6)


Copy and Paste Commands

The copy command duplicates the contents of a cell, or range of cells

The paste command copies the contents to the destination cell, or range

of cells. However, a formula is not copied exactly, but is adjusted as it is

copied, depending on the destination cell.

For example, if the formula in cell B8 is copied to C8, it is adjusted so that

the cells referenced in the new formula are in the same relative position as

those in the original formula – it computes the average of the Ass2 values

Same principle

applies to

• inserting rows, cols

• deleting rows, cols

• filling down or rightOriginal Formula

AVERAGE(B3:B6) Pasted Formula

AVERAGE(C3:C6)


Absolute vs Relative Reference

In a formula, if the cell reference has $ signs in front of the row and column

designation, it is considered an absolute reference and the cell reference

remains unchanged throughout all copy/paste operations. E.g. $B$10

A relative reference, on the other hand, adjusts during copy operations and is specified without $ signs. E.g. D3

A mixed reference uses a single $ sign to make the column

or the row absolute, leaving the other as relative. For

example F$6 or $F6

=$B$10*B3+$C$10*C3+$D$10*D3

=$B$10*B6+$C$10*C6+$D$10*D6

Absolute

Reference

Relative

Reference


Material from Poatsy Excel Chapter 1

Objectives

• Plan for effective workbook and worksheet design

• Explore the Excel Window

• Enter and edit cell data

• Use AutoFill

• Display cell formulae

• Manage worksheets


Objectives (continued)

• Manage worksheets

• Manage columns and rows

• Select, move, copy and paste

• Apply alignment and font options

• Apply number formats

• Select page setup options

• Print a workbook


19


• A worksheet is a spreadsheet that contains formulae, values,

text, and visual aids

• A workbook is a file containing related worksheets


Sample Completed Worksheet


Planning Structure of Worksheets

• Articulate the purpose of the worksheet

• Decide what input values are needed

– An input area is a range of cells containing values

• Decide what outputs are needed

– An output area is a range of cells containing results

• Figure out which rows and columns to put the inputs and

outputs in


Planning Structure of Worksheets

• Enter the labels, values, and formulae

• Format the numerical values

• Format the descriptive titles and labels

• Document the worksheet

• Save the completed workbook


Navigating Worksheets

Keystroke Used To

↑ Move up one cell in the same column.

↓ Move down one cell in the same column.

← Move left one cell in the same row.

→ Move right one cell in the same row.

Tab Move right one cell in the same row.

Home Move the active cell to column A of the current row.

Ctrl+Home Make cell A1 the active cell.

Ctrl+End Make the rightmost, lowermost active cell of the

worksheet the active cell.


Entering and Editing Cell Data

• Excel supports text, values, dates, and formula results

• You can add comments to cells: right-click the cell and

select Insert comment :

• Comments can be hidden, etc.

Text DateValue

Formula Results


Entering Text

1

2

3

4

5

6

7

8

A B C D

Category

Rebate

Rate

Amount

Spent

Rebate

Amount

Gasoline

Restaurants

Travel

Everything Else

Totals

Potential Rebate

Text is any combination of letters, numbers and spaces not used in calculations.

Special entries such as phone numbers are considered text.


Entering Values

1

2

3

4

5

6

7

8

A B C D

Category

Rebate

Rate

Amount

Spent

Rebate

Amount

Gasoline 3% 1,575.80$

Restaurants 3% 1,054.75$

Travel 2% 450.95$

Everything Else 1% 2,584.32$

Totals

Potential Rebate

Dates and values can be mathematically operated on – including

percentage and currencies


Entering formulae

• Formulae are combinations of cell addresses, math

operators, values and/or functions

• A formula begins with the equal sign =

– Examples:

=A1+A2

=C2*5

• Type in the cell or in the formula bar


Entering Values 2

• Date format is controlled using the Number group on the

Home tab

• (Many) dates are represented internally as numbers. 1

corresponds to 1-Jan-1900. Dates before this are

represented as text strings.

• Date arithmetic is possible with dates after 1-Jan-1900


Entering Formulae

• Cell D4 contains formula =B4*C4

• Cell C8 contains formula =C4+C5+C6+C7

1

2

3

4

5

6

7

8

A B C D

Category

Rebate

Rate

Amount

Spent

Rebate

Amount

Gasoline 3% 1,575.80$ 47.27$

Restaurants 3% 1,054.75$ 31.64$

Travel 2% 450.95$ 9.02$

Everything Else 1% 2,584.32$ 25.84$

Totals 5,665.82$ 113.78$

Potential Rebate


Editing Cell Content

Select Cell Double-click Cell Select Cell

1. Click in the Formula

Bar.

1. Make edits directly in

the cell.

1. Press F2.

2. Make changes in the

Formula Bar.

2. Press Enter. 2. Make changes in the

cell.

3. Click Enter on the left

side of the Formula Bar.

3. Press Enter.


Mathematical Symbols

Operation Common Symbol Symbol in Excel

Addition + +

Subtraction − -

Multiplication × *

Division ÷ /

Exponentiation ^ or superscript ^


Cell References in Formulae

• It is best to use cell addresses in formulae versus actual

data

– If cell A1 contains value 5 and you need to add B1 to

this value, use =A1+B1 versus =5+B1

• If the data changes, Excel will recalculate the result

• Apply this rule intelligently: you only use =A1+B1 rather

than =5+B1 if you want the result to update if A1 changes!


Order of Precedence

• Order of precedence (operations) controls the sequence in

which math operators are computed

– Parentheses

– Unary minus (as in 2*-2 -4 and 2^-10.5)

– Exponentiation

– Multiplication and Division

– Addition and Subtraction


Order of Precedence


Using Auto Fill

• Auto Fill enables you to copy the contents of a cell or cell

range or to continue a series using the fill handle

– Example: Month names Jan, Feb, Mar form a series

• The fill handle is the small black square in the bottom

right corner of a cell


Displaying Cell Formulae

• The result of a formula appears in a cell and the formula

itself appears in the Formula bar

• Press the Ctrl+` key combination to display formulae in

the worksheet

• This key combination acts as a toggle so can be used again

to turn off the effect


Displaying Cell Formulae


Managing Worksheets

• Creating a multiple-worksheet workbook requires planning

and maintenance


Organizing Worksheets

• The Format Menu (in the Cells group of the Home tab)

presents sheet commands (among others):


Moving or Copying Worksheets

• Moving a worksheet changes its order among sheet tabs

• Copying a worksheet makes a duplicate sheet at the new

location


Inserting Rows and Columns

• The Insert command (from right click) offers several

techniques to insert rows, columns, and cells


Deleting Rows and Columns

• The Delete command (from right click) offers several

techniques to remove rows, columns, and cells


Adjusting Column Width

• Double click column border, or

• Drag column border, or

• Use Home tab – Cells group – Format button


Adjusting Row Height

– The row height is automatically adjusted with a font

size increase

– Using ALT+Enter to create multiple lines may require a

row height adjustment

– Select Row Height from Home tab / Cells group /

Format button

– Or just drag the row boundary


Hiding Columns and Rows

• Hiding a column or row prevents it from displaying and

printing

– Select column(s) or row(s) and use Home/Cells/Format

• Unhiding a column or row returns it to view

– Select columns/rows either side; use Home/Cells/Format


Selecting a Cell Range

A range is a rectangular group

of cells

A nonadjacent range contains a

group of ranges that are not next

to each other

Ctrl + click


Moving/Copying a Range

• Moving/copying a range preserves text and values, but

cell addresses in formulae will be altered in the pasted

location

– Move a range by cutting it and pasting to the upper left

corner of the destination

– Copy a range can by copying it and pasting to the upper

left corner of the destination


Using Paste Special

• The Paste Special command is used to paste data from the

clipboard using a different format


Formatting

• Formatting accentuates and draws attention to meaningful

portions of a worksheet


Formatting Cells

The appearance of a cell can be changed by altering fonts,

borders, colour patterns and number formatting, including indents

Note that changing the format of a number affects the way the number is displayed but does not change its value

Some of the number formats available in Excel are:

➢ General format

a number is displayed the way it was originally entered

for example, 247 or 247.58 or 2257.42E+10 (i.e. 2257.42x1010)

➢ Number format

125.345 or 10,200.45 or 10200.45 or 135.50 or 1.355e+2 etc

(default alignment is right-justified, can use right-indent too)

➢ Date format

May 2, 2011 or 2/5/2011 or 2-May-11 , etc

➢ Percentage format

23% or 23.56% or 175%

➢ Text format

Even a numeric value is displayed as a text string, left-justified


Numeric Formats

Format Style Display

General A number as it was originally entered.

Number A number with or without the 1,000 separator

Currency A number with the 1,000 separator and with an

optional dollar sign to the immediate left.

Accounting A number with the 1,000 separator and with an

optional dollar sign at the left cell border.

Date The date in different ways, such as March 14, 2012

or 3/14/12.

Time The time in different ways, such as 10:50 PM or

22:50 (24-hour time).


Numeric Formats (continued)

Format Style Display

Percentage A value as it would be multiplied by 100 with the

percent sign. Number of decimal places can be adjusted

Fraction A number as a fraction; appropriate when there is no

exact decimal equivalent.

Scientific A number as a decimal fraction followed by a whole

number exponent of 10.

Text The data left-aligned; is useful for numerical values that

have leading zeros and should be treated as text.

Special A number with editing characters, such as hyphens.

Custom Predefined customized number formats or special

symbols to create your own format.


Numeric Formats (continued)

Note that changing the format of a number affects the way the number is displayed but does not change its value . In our example, two decimal places are shown, but many more may be actually recorded.


Colour and Font Formatting

• We can edit the background and

text colour from the Home tab,

Font group and clicking on the

two drop down arrows circled.

• We use formatting as a way of

making our worksheets readable

– allowing the viewer to extract

information easily.

• We can also use bold, italicised

or underlined font. You can click

the B, I or U symbols to achieve

this.


Using Page Setup

• The Page Setup Dialog Box Launcher contains many

common print-related options


Headers and Footers

• A header is content

appearing at the top of

each printed page

• A footer is content

appearing at the bottom

of each printed page

• Go Page Layout tab -

Page Setup group - click

arrow bottom right –

Header/Footer tab to set

them up.


Summary

• In this lecture, you have learned to enter cell data and

create simple formulae with mathematical operators.

• You can now manage a worksheet by manipulating rows,

columns, and cells.

• You have learned basic formatting techniques to add visual

appeal to text and numbers. Don’t overdo this!


Copyright

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Documents

Microsoft Office Basics - cse.unsw.edu.au